Healthcare Executive Assistant

Description:

The Executive Assistant (EA) serves as an administrative partner to the Chief Executive Officer (CEO) and provides high-level administrative and operational support to the Executive Leadership Team. This highly visible position is responsible for coordinating executive operations, managing complex schedules and communications, and facilitating effective coordination among internal and external stakeholders.

The Executive Assistant also serves as the primary liaison between the CEO and the Board of Directors, supporting Board governance activities, communications, meeting coordination, and the administration of Board and Committee processes. The EA plays a critical role in ensuring the timely flow of information and maintaining official governance records.

Operating with a high degree of professionalism, discretion, sound judgment, and initiative, this position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced and dynamic environment.

Through close collaboration with the CEO, Executive Leadership Team, Board members, and key stakeholders, the Executive Assistant gains a broad organizational perspective and a unique understanding of TVHC’s mission, operations, strategic priorities, and community impact.

Schedule: This is a full-time position, working 40 hours per week, typically Monday through Friday, with occasional Saturday hours.

About TVHC: Tiburcio Vasquez Health Center is a nonprofit community health center dedicated to promoting the health and well-being of our community by providing accessible, high-quality care through the integration of primary care, dental care, WIC support, mental health counseling, community health education, and more.

Benefits: We offer excellent benefits, including: medical (100% paid co-payments, premiums, etc.), dental, vision (including dependent and domestic partner coverage), generous paid leave benefits including holidays, Flexible Spending Accounts, retirement plans with an Employer match, tuition reimbursement, monthly treats, pet insurance, and more.

Compensation: $31.50 - $38.00 per hour, depending on experience.

TVHC offers compensation ranges that are determined by a thorough market-based analysis and are fully disclosed in accordance with California law. The pay for a selected candidate is determined by a variety of factors to ensure fair and equitable compensation. We are committed to providing a competitive compensation package that extends beyond base salary, designed to support the health, wealth, and career development of our employees.

Responsibilities:

Executive Leadership Support

• Serves as the primary administrative support partner to the CEO and provides administrative support to members of the Executive Leadership Team as assigned.
• Manages the CEO’s complex calendar, scheduling priorities, travel arrangements, expense reporting, and executive correspondence.
• Coordinates and prioritizes competing executive schedules, organizational priorities, and time-sensitive matters.
• Prepares agendas, meeting minutes, materials, presentations, reports, and executive communications on behalf of the CEO.
• Assists with drafting editing, and formatting professional correspondence, presentations, Board materials, and organizational documents.
• Tracks executive action items, commitments, and follow-up activities to ensure timely completion.
• Serves as a key point of contact for internal and external stakeholders on behalf of the CEO.
• Maintains a high level of confidentiality regarding organizational, personnel, legal, financial, and strategic matters.
• Anticipates the CEO’s needs and proactively identifies opportunities to improve efficiency, communication, and organizational effectiveness.

Administrative Operations

• Coordinates internal and external meetings, retreats, leadership sessions, and organizational events.
• Organizes and maintains executive files, records, contracts, correspondence, and documentation.
• Assists with preparation of organizational reports, presentations, regulatory submissions, and executive communications.
• Supports organizational communication efforts and dissemination of executive-level information.
• Maintains contact databases, records, and document management systems.
• Provides exceptional customer service and professional support to executives, managers, staff, community partners, elected offic…